Executive Assistant: Executive Leadership & Administration Operations

Exciting Opportunity: Executive Assistant in a Fast-Paced, Physician-Led Post-Acute Care Practice

Solomon Medical Inc. is a fast-growing post-acute care practice supporting Skilled Nursing Facilities (SNFs) across Central and Northern California. We’re seeking a high-performing, detail-driven Executive Assistant to provide direct administrative support to the Chief Medical Officer (CMO), Chief Operating Officer (COO), Managing Director, and Practice Manager while supporting day-to-day office and administrative operations.

This is an ideal role for someone who wants to gain deeper experience in healthcare administration, work closely with senior leadership, and grow into increased responsibility and visibility.

Who You’ll Support / Work With You’ll directly support the CMO, COO, Managing Director, and Practice Manager, serving as a central administrative resource across the leadership team and helping ensure priorities, communication, and routine business operations stay organized and moving forward.

What You’ll Do (Core Responsibilities)

• Executive Assistant to Leadership Team
• Manage calendars, scheduling, meetings, and shifting priorities for the CMO, COO, Managing Director, and Practice Manager.
• Prepare and organize materials for meetings, calls, leadership priorities, and business reviews.
• Draft, edit, and organize professional emails, documents, presentations, and internal communications.
• Track action items, follow-ups, deadlines, and leadership requests to keep initiatives moving forward.
• Coordinate meetings with internal teams, providers, facilities, vendors, and external partners as directed.
• Handle sensitive and confidential business, financial, provider, and patient information with discretion and excellent judgment.
• Administrative & Office Operations
• Serve as a key point of contact for the office, including phones, messages, correspondence, and routine administrative needs.
• •Manage office phone as the primary gatekeeper, accurately capturing message details, deciphering caller needs to route them to the appropriate team member, and effectively filtering out unsolicited sales pitches.
• Open, sort, route, and track all incoming mail and correspondence—including reimbursement checks, healthcare payer EOBs, facility management fee checks, and credentialing documents—and scan/fax credentialing and healthcare payer documents directly to the billing/RCM company.
• Organize files, shared drives, office supplies, vendor information, and routine office workflows.
• Assist with invoicing, including organizing invoices, routing them for approval, tracking status, and maintaining accurate supporting records. Solomon Medical will provide QuickBooks Online training to help with tracking and recording client facility payments, if needed.
• Prepare and process check deposits and maintain organized deposit documentation.
• Assist with routine reconciliation and transaction tracking in QuickBooks, including matching deposits, invoices, checks, and supporting documentation.
• Maintain accurate administrative and financial records and promptly escalate discrepancies to leadership or the appropriate accounting resource.
• Perform accurate data entry and maintain organized digital records.
• Help streamline and improve administrative workflows through proactive organization and problem-solving.
• Maintain professionalism and support HIPAA-compliant workflows.
• Patient, Facility & Client Customer Service
• Provide professional, responsive customer service to patients, families, facility partners, clients, providers, and vendors.
• Assist with routine questions, follow-up, and issue coordination, escalating clinical, billing, or operational concerns to the appropriate team member.
• Support positive relationships with Skilled Nursing Facility partners and other clients through timely communication and follow-through.
• Maintain a calm, service-oriented approach when handling concerns, complaints, or time-sensitive requests.

Requirements

• Work Style: What This Role Requires

This role requires a high level of responsiveness, professionalism, and comfort with shifting priorities. You’ll do well here if you’re the type of person who notices what needs to be done and handles it—then communicates clearly and follows through.

What We’re Looking For

• Required: Strong organization, attention to detail, and follow-through.
• Excellent written communication and professional email/document skills.
• Calm, solutions-focused mindset in a fast-paced environment.
• Strong judgment and discretion with confidential information.
• Tech confidence (Microsoft 365: Outlook, Word, Excel, Teams; ability to learn new systems).
• Preferred (not required): EA, office manager, operations assistant, or healthcare admin experience.
• Familiarity with medical terminology, insurance basics, or EMR systems.
• Experience in healthcare, SNF, or fast-paced operations environments.
• Bachelor’s degree (or equivalent experience), especially in healthcare administration or related field.
• Culture at Solomon Medical
• We’re committed to elevating care standards in post-acute and long-term care (PALTC) through exceptional patient care, operational excellence, strong facility partnerships, and a supportive culture built on collaboration, communication, and sustainable work-life balance.
• Growth Path
• This role offers a clear growth path into office manager in addition to executive leadership support, with increasing responsibility as you gain context, trust, and mastery.

What Success Looks Like Here

• Is a natural self-starter who doesn’t wait to be told what to do.
• Takes full ownership, follows through, and understands how their work impacts the team.
• Communicates clearly and professionally, both written and verbal.
• Stays calm, organized, and solutions-focused when priorities shift.
• Handles confidential practice information with discretion.
• Demonstrates meticulous attention to detail by double-checking all work to deliver error-free data entry, documentation, and admin outputs
• Ensures flawless, HIPAA-compliant handling of Protected Health Information (PHI) and sensitive healthcare documents.
• Provides consistently professional service to patients, clients, facilities, and internal team members.
• Keeps leadership organized and ensures important administrative and financial follow-up does not fall through the cracks.